Student Records Specialist en Gwynedd Mercy University

SUMMARY:

Reporting to the Registrar, the Student Records Specialist will be responsible for verifying and maintaining accurate college, transfer and non-traditional credit of all students; coordinating the assignment of student academic advisors; organizing and evaluating of student records from acceptance and enrollment through graduation.

ESSENTIAL DUTIES AND RESPONSIBILITES include the following.  Other related duties may be assigned.

•    Organizes student files from the time of enrollment through the review of graduation requirements. Works closely with the Admissions Office to coordinate the transfer of files to the Registrar’s Office after enrollment.

•    Works closely with colleges to ensure the timely transfer of completed files to the Registrar’s Office for all accepted/enrolled students.

•    Evaluates and verifies the accuracy in the posting of transfer credits, Advanced Placement, Challenge, CLEP credits, Life Experience credits, Military experience, and any other applicable credits for all enrolled students.

•    Updates course transfer guides yearly, or as needed.

•    Processes the assignment of students with academic advisors.

•    Processes updates to student records according to policies and procedures.

•    Provide assistance with graduation process.

•    Assists with updating articulation agreements with community colleges and communications regarding agreements programs covered by the agreement.

•    Processes registrations and assists with creation of student schedules, as requested.

•    Assists with course scheduling and room assignments.

•    Assists with day-to-day office tasks, including fielding telephone and email inquiries and requests, data entry, file creation and records maintenance, document intake, and generation of letters, emails, and other correspondence and communications with inquiring, prospective, and matriculated students.

•    Adheres to AACRAO, FERPA, and other federal regulations regarding student records and privacy. 

•    Serves as a member of various University committees that may include the Transfer Pathway Committee.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty effectively and satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Ability to acquire and successfully apply enhanced skills as new technology and requirements are introduced. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience
 Bachelor's degree, with experience in records management. Experience with transfer credits and demonstrated competence with student databases preferred.

Language Skills
 Ability to write and speak English clearly and concisely when communicating with potential students, their families and other members of and visitors to the University’s community is essential.

Mathematical Skill

Ability to compute grade point average and full-time equivalency essential. Thorough knowledge of decimals, percentages, ratios, mean, median and proportions required. Ability to extrapolate and organize data.

Reasoning Skills

Ability to apply principles of logical and scientific thinking to a range of intellectual and practical problems. Ability to comprehend nonverbal symbolism (formulas, scientific equations, graphs, etc.).

Interpersonal Skills

Ability to interact effectively and professionally with potential students, their families and other members of and visitors to the University’s community. Ability to coordinate with other staff to achieve departmental goals.

Technical Skills

Proficient in the use of Microsoft Word and Excel. Ability to utilize the Internet for information and communications. Ability to down-load reports and files. Ability to use various programs and systems used by the Registrar’s office with accuracy. Ellucian Colleague experience preferred.

PHYSICAL DEMANDS
 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk; sit; use hands to handle or feel; and reach with hands and arms. The employee must occasionally lift and /or move up to 10 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.